1 uescrlbe deparLmenLs Lasks (or sLeps) LhaL Lhe deparLmenLs have Lo compleLe and lnformaLlon LhaL

needs Lo be passed beLween deparLmenLs ln order Lo compleLe Lhe Lasks for Lhe followlng ouLcomes
(30 marks)
a 8uy raw maLerlals for producLlon
b roduce flnlshed goods for lnvenLory
c Sell flnlshed goods Lo a cusLomer
Ans
, Outcome : Buy r, m,teri,8 for production :
Dep,rtment: Procurement Process
Procurement process consists oI all activities related to buying or acquiring materials externally
Irom vendors.This process involves Iive steps as Iollows:
Step 1) Inventory Check: Warehouse recognizes the need to procure material.
Step 2) Purchase Requisition: Documents the need oI procuring material to the purchasing
department.
Step 3) Purchase order: Purchasing department then creates a purchase order and send it to a
suitable vendor.
Step 4) Shipment and Invoice: Vendor then sends the materials to warehouse and an invoice
to the accounting department.
Step 5) Payment: AIter receiving materials in the warehouse and invoice Irom the vendor,
accounting department sends payment to the vendor.
nform,tion th,t need8 to be p,88ed:
O AIter procuring the material, the details should be passed to Inventory and warehouse
management, so that they can keep track oI all material.
O The material planning and Inventory and warehouse processes could indicate that the
company needs to procure materials.
O The procurement process passes inIormation to the IulIillment in order to complete the
customer order
O The inIormation should be passed to accounting department too, so that they can do
payment to the vendor.
b Outcome: Produce fini8hed good8 for inventory
Dep,rtment: Production Process
It involves making oI Iinished goods. This process consists oI all activities related to acquiring
materials internally.
$tep8 to fooed ,re:
Step 1) Need a Trigger: It can be Irom customer order or Irom material planning process.
Step 2) Request Production: Warehouse request Ior producing Iinished goods.
Step 3) Authorize Production: it gives the authority to warehouse to release the materials
required Ior production process.
Step 4) Actual Production: Iinished goods are produced.
Step 5) Storage: warehouse stores the Iinished goods.
nform,tion to be exch,nged beteen dep,rtment8:
O aterial planning process should be inIormed about the goods produced and the quantity,
so that they can do eIIective Iorecasting in Iuture.
O New produced Iinished goods details are Iorwarded to inventory and warehouse
management and it leads to start inventory and warehouse management (IW) process.
O Production process should let Human Capital anagement know about workIorce
requirement time to time.

O Detail should be send to liIecycle data management process to get supports Ior the design
and development oI products.
O The asset management and customer service processes should be inIormed timely to
maintain internal assets such as machinery and to deliver aIter-sales customer service
such as repairs.
c. Outcome: $e fini8hed good8 to , cu8tomer
Dep,rtment: IulIillment
This process is responsible Ior selling Iinished goods to customers.
$tep8 fooed ,re:
Step 1) Receiving customer order: the whole process is triggered when a customer order is
received.
Step 2) Create sales order: aIter validating the customer order, sales department then creates
a sales order. Sales order track the progress oI order.
Step 3) Prepare order: Warehouse then prepares the whole order and makes it ready Ior
shipment.
Step 4) Shipment: aIter packing the goods ordered, Warehouse sends the shipment to the
customer.
Step 5) Create and send Invoice: aIter getting notiIied about the shipment, the accounting
department create and send the invoice to the customer.
Step 6) Receive payments: Accounting department receives the payment Irom customer and
records it.


nform,tion to be p,88ed:
O ulIillment initiates the inventory and warehouse management (IW) process. As it
O Accounting department should be inIormed to get the payment Irom customer.


2. Describe some oI the triggers that would start the tasks (or steps) Ior each oI the
outcomes in Question #1.
Ans) 1he Lrlggers LhaL would sLarL Lhe Lasks for Lhe ouLcomes 8uy raw maLerlals for
producLlon roduce flnlshed goods for lnvenLory Sell flnlshed goods Lo a cusLomer are as
follows
1 Low |nventory of mater|a|s ls Lhe Lrlgger for Lhe rocuremenL process (buylng raw maLerlal
for producLlon) lL also deflnes Lhe llnk beLween procuremenL and Lhe lnvenLory and
warehouse managemenL process
2 @e asset management or customer serv|ce process could Lrlgger need of procurlng parLs
needed Lo repalr equlpmenL or a producL prevlously purchased by a cusLomer
3 ustomer order could Lrlgger Lhe need Lo buy someLhlng such as raw maLerlals or
componenL parLs needed Lo manufacLure Lhe producL lL may someLlmes Lrlgger Lhe
producLlon process Loo CusLomer purchase order could also Lrlgger fulfllmenL LhaL ls selllng
flnlshed goods Lo cusLomers
4 ,ater|a| p|ann|ng process can Lrlgger lnhouse producLlon1he maLerlal plannlng process
could lndlcaLe LhaL Lhe company needs Lo procure maLerlals based on a forecasLed demand
for producLs
3 u|f|||ment Lrlggers processes ln lWM where Lhe maLerlals are sLored Cf course ln many
cases Lhe ordered maLerlals are noL avallable ln Lhe warehouse ln such cases fulflllmenL wlll
Lrlgger exLernal procuremenL and/or producLlon SLorage of Lhe flnlshed goods ln Lhe
procuremenL process could Lrlgger lWM processes

2. xplain the three types oI data in an enterprise system. In a table Iormat provide examples oI
each data type Ior each oI the outcomes in Question #1 (i.e., 3 by 3 table with outcomes as
columns and type oI data as rows) (30 marks).


3 Lypes of uaLa
ORGANIZATIONAL DATA
It represents the basic structure oI an enterprise. Organizational data is arranged according to
tasks (particular activities) and overall responsibilities (Iunctions) .It includes mapping actual
organization`s units. Structural representation is key element in the organizational data.
Organizational data is a more speciIic type oI master data and is rarely changed. BeIore creating
master data, organizational data must be in place.
xamples: plants, warehouses, storage locations, divisions, distribution channels, sales
organizations, subsidiaries etc.
ASTR DATA
aster data represents various entities involved in diIIerent activities. This type oI data is oIten
shared between diIIerent Iunctional areas, processes, and system modules.
xamples: customer data (address, contact inIo, etc.), vendor data, material data, and more.
The most commonly used master data in an organization is the material master. aterials are
used in numerous processes. They are used in maintenance and service, and in projects.
Consequently, material master data are some oI the most complex and extensively utilized data
in an RP system. In contrast, other master data are relevant only to certain processes. or
example, vendor master data apply to procurement, and customer master data are utilized in
IulIillment.
TRANSACTION DATA
This type oI data is typically based on internal and external exchanges/Ilows exchanges/Ilows
(inIormation, money, etc.). Transactional data represents the results oI processes. It shows the
consequences oI executing process steps or transactions. Transactional data is archived and
accessible over time, but not reused regularly. Unlike master data, transactional data is dynamic
each transaction is unique. Transaction data pulls Irom organizational data, master data, rules
(and is thereIore traceable), and situational datathat is, data that are speciIic to the task being
executed, such as who, what, when, and where.

xamples oI transaction data are: dates, quantities, prices, and payment and delivery terms.

Buy r, m,teri,8 for
production
Produce fini8hed good8
for inventory

$e fini8hed good8 to ,
cu8tomer
Warehouse SLorage
locaLlon(CrganlzaLlonal daLa)
lanLs (CrganlzaLlonal daLa) ulsLrlbuLlon Channels sales
organlzaLlons (CrganlzaLlonal
daLa)
vendor lnformaLlon(MasLer
uaLa)
MaLerlal uaLa (MasLer uaLa) CusLomer deLalls (MasLer uaLa)
aymenL CuanLlLy dellvery
Lerms(1ransacLlonal uaLa)
CuanLlLy (1ransacLlonal uaLa) rlces CuanLlLy dellvery Lerms
lnvolce (1ransacLlonal uaLa)